Fleet Administrator 1

Purpose

• The Fleet Administrator 1 assists the Vehicle Fleet Manager with Fleet related administrative task including but not limited to creating reports, archiving, ensuring accurate record keeping, updating fleet data base systems, and gathering statistics.
• S/he supervises registration/deregistration processes and obtains necessary licenses/permits to operate, deregister and dispose of Fleet assets with the support of Import/Export Colleagues.

Accountabilities & functional responsibilities

• Carry out administrative tasks related to the Fleet department
• Notify and ensure that field sites are sending relevant Fleet data monthly.
• Ensure data entry in the fleet program "Fleetwave". (Fuel, Repairs, Vehicles, Stock)
• Report to Administration/Finance Departments on the private use of vehicles for expatriates on monthly basis.
• In coordination with the Vehicle Fleet Manager (VFM), organize and prepare monthly fleet KPI reports.
• Review fuel usage and report variances/discrepancies to superiors immediately
• Compile statistics and reports using available fleet data when requested
• Monitor and collects information from vehicle monitoring systems
• Ensure weekly hours/odometer readings are submitted from the field
• Follow up with departmental messages, and files all important messages related to Fleet according to the ICRC standard.
• Ensure proper filing and distribution of all fleet related documents.
• Ensure sale/donation/archive vehicle files of all ICRC assets are up to date.
• Create Requisition orders for workshop supplies and fuel as instructed
• Crosscheck and validates fuel invoices and delivery notes from suppliers
• Open the accident cases in the database and complete the file according to regulations
• In co-ordination with the Delegation's Security Focal Point, assists with on-the-spot accident response and dealing with authorities/local insurance providers to obtain applicable documentation
• Collect all relevant information about possible damage caused by accidents and inform the supervisor immediately.
• Explain accidents reporting procedures to car users and assist them as needed.

Certifications / Education required

• Degree in transportation, logistics or proven relevant work history
• 2-3 years of experience in fleet management, logistics, administration or similar position
• Strong computer skills (Word/Excel mandatory, prior Fleet data-base systems an asset)
• Excellent knowledge of the geographically assigned environment
• Good knowledge of local insurance practices, national traffic laws/regulations and vehicle registration laws include; annual vehicle inspection requirements law by governments
• Good command of written and spoken English
• Driving license B manual gearbox required and C an asset.
• You must have a valid working permit to work in Nigeria.

Desired profile and skills:

• Strongly motivated by humanitarian work
• Able to work under pressure

What we offer

• Rewarding work in a humanitarian and multicultural environment.
• Competitive employment package with medical insurance and ICRC pension plan.
• In-house training opportunities for personal development.
• A full-time, fixed-term contract (1year - renewable).
• The opportunity to join an ICRC talent pool, be considered for future assignments elsewhere and experience different contexts, fields, and challenges.

Reports to (role): Vehicle Fleet Manager

People management responsibilities: No

Relationships:

• Internally, interacts with Fleet staff, Vehicle Fleet Manager, Fleet Asset Administrator 2 and the whole logistics department.
• Externally,interacts with customs and police authorities.